Course : Data Visualization

Lecture On : Data Analysis in Excel

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Instructor : Md Shahrukh Khan

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 Session Agendas

In this session we will discuss some

important operations in Excel and
practice data analysis with the help of a
case study.

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 Basic operations checklist
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● Cell reference standards ● Replace Operation

● Records and headers ● Sorting and Filtering
● Changing width height of a row or column ● Formatting cells and
● Selecting cells Conditional Formatting
● Undo, Redo operations ● Printing and Page Layout
● Deleting, Hiding a row or a column ● Functions and Formulae
● Freezing Rows/Columns ● Creating charts
● Find Operation ● VLOOKUP
● Pivot Tables
 Sort and Filter
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Sorting in excel is nothing but arranging data stored in excel according to your
requirement( Ascending order or Descending Order)

For Example : Sort age column in Descending order or sort the name column in
alphabetically ascending order

Filtering data in MS Excel refers to displaying only the rows that meet certain
conditions. (The other rows gets hidden.)

For Example: Using the store data, if you are interested in seeing data where
Shoe Size is 36, then you can set filter to do this

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 Reporting Formatting : Data Alignment

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Under “Home”section, alignment and indentation options are generally used
for data alignment.

Select the cell or range of cells that contains the data that you want to
reposition

On the home tab in the alignment group, do one or more of the following -

1. To change vertical alignment – click Top/ Middle/ Bottom Align

2. To change horizontal alignment – click Align text centre/ left or right
 Reporting Formatting : Data Rotation

Select cell or range of cells that contains the data you want to rotate
On the home tab, in the alignment group – to rotate the cell click orientation
and select the relevant rotation option
 Reporting Formatting : Text Wrapping

Text wrapping is the process of limiting the text content within the cell.

Use the wrap text option under home section, to wrap the text as per your
need
 Report Formatting : Various Other formatting options

Formatting changes how things LOOK, not how they WORK or BEHAVES.

The objective is to make the spreadsheet visually appealing.

Basic Formatting includes:

● Changing size ● Numbers

● Font ● Currency value
● Fill colour ● Date
● Cell styles ● Text
● Borders
● Alignment
 Printing & Page Layout

To access the print pane, select the File tab. Backstage view
will appear. 6

Then select Print. Print pane will appear.

 Printing & Page Layout

To print a workbook, navigate to the print and select the

desired printer. Enter the number of copies you want to print 6

and then finally click on the “Print” icon

 Printing & Page Layout : Choosing a printing area
Before you print an Excel workbook, it's important to decide exactly what information you
want to print. For example, if you have multiple worksheets in your workbook, you will need to
decide if you want to print the entire workbook or only active worksheets. There may6 also be
times when you want to print only a selection of content from your workbook.

To print active sheets :

Worksheets are considered active when selected.Select the worksheet you want to print. To
print multiple worksheets, click the first worksheet, hold the Ctrl key on your keyboard, then
click any other worksheets you want to select.

Navigate to the Print pane. Select Print Active Sheets from the Print Range drop-down
menu. Click the Print button.
 Printing & Page Layout : Choosing a printing area

To print a selection :
Select the cells you want to print.
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Navigate to the Print pane.Select Print Selection from the Print Range
drop-down menu.
 Printing & Page Layout : Adjusting Content
On occasion, you may need to make small adjustments from the Print pane to fit your
workbook content neatly onto a printed page. The Print pane includes several tools to6 help
fit and scale your content, such as scaling and page margins.

To change page orientation:

Excel offers two page orientation options: landscape and portrait. Landscape orients the
page horizontally, while portrait orients the page vertically. In our example, we'll set the
page orientation to landscape.Select the desired orientation from the Page Orientation
drop-down menu. In our example, we'll select Landscape Orientation.
 Printing & Page Layout : Adjusting Content

To fit content before printing:

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If some of your content is being cut off by the printer, you can use scaling to fit your
workbook to the page automatically.Select the desired option from the Scaling drop-
down menu. In our example, we'll select Fit All Columns on One Page.

Keep in mind that worksheets will become more difficult to read as they are scaled
down, so you may not want to use this option when printing a worksheet with a lot
of information. In our example, we'll change the scaling setting back to No Scaling.
 Excel Password Protection

To prevent others from accessing data in your Excel files, protect your Excel file
with a password. 7

● Select File > Info.

● Select the Protect Workbook box and choose Encrypt with Password.
● Enter a password in the Password box, and then select OK.
● Confirm the password in the Re-enter Password box, and then select OK.
 Reading data from csv files in excel

To import a CSV file in Excel, perform the following steps.

Note that the menu names and operations may vary depending on which version of Excel
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are using.

● Open a new Excel workbook.

● Click Data tab, then click Get Data.
● Click From File, then click From Text/CSV.
● On the "Import Data" screen, select the CSV file to import.
● On the preview screen, select the same delimiter as the one in your CSV file for
"Delimiter" and click Load.
 Excel Shortcuts
● Ctrl + N : Create a new workbook.
● Ctrl + O:Open an existing workbook.
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● Ctrl + S:Save the active workbook.
● F12 Save the active workbook under a new name, displays the Save as dialog
box.
● Ctrl + W: Close the active workbook.
● Ctrl + C:Copy the contents of the selected cells to Clipboard.
● Ctrl + X:Cut the contents of the selected cells to Clipboard.
● Ctrl + V:Insert the contents of the Clipboard into the selected cell(s).
● Ctrl + Z:Undo your last action. Panic button :)
● Ctrl + P:Open the "Print" dialog.
● Ctrl + F1:Show / hide the Excel Ribbon. Hide the ribbon to view more than 4
rows of data.
● Ctrl + Tab:Switch to the next open Excel workbook.
● Ctrl + PgDownSwitch to the next worksheet. Press Ctrl + PgUp to switch to
the previous sheet.
● Ctrl + GOpen the "Go to" dialog. Pressing F5 displays the same dialog.
● Ctrl + FDisplay the "Find" dialog box
 Excel Formulas - Relative and Absolute Cell References
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There are two types of cell references: relative and absolute. Relative and absolute
references behave differently when copied and filled to other cells. Relative references
change when a formula is copied to another cell. Absolute references, on the other hand,
remain constant no matter where they are copied.

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 Excel Formulas - Relative and Absolute Cell References

Relative references 7

By default, all cell references are relative references. When copied across multiple cells, they
change based on the relative position of rows and columns. For example, if you copy the
formula =A1+B1 from row 1 to row 2, the formula will become =A2+B2. Relative references are
especially convenient whenever you need to repeat the same calculation across multiple rows
or columns.

Enter the formula to calculate the desired value. In our example, we'll type =B2*C2.
 Excel Formulas - Relative and Absolute Cell References
Press Enter on your keyboard. The formula will be calculated, and the result will be
displayed in the cell.
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Locate the fill handle in the lower-right corner of the desired cell. In our example, we'll
locate the fill handle for cell D2.Click, hold, and drag the fill handle over the cells you wish
to fill. In our example, we'll select cells D3:D12.Release the mouse. The formula will be
copied to the selected cells with relative references and the values will be calculated in
each cell.
 Excel Formulas - Relative and Absolute Cell References

Absolute references

An absolute reference is designated in a formula by the addition of a dollar sign ($) before
the column and row. If it precedes the column or row (but not both), it's known as a mixed
reference.
 Excel Formulas - Relative and Absolute Cell References

In our example, we'll use the 7.5% sales tax rate in cell E1 to calculate the sales tax for all items
in column D. We'll need to use the absolute cell reference $E$1 in our formula. Because each
formula is using the same tax rate, we want that reference to remain constant when the
formula is copied and filled to other cells in column D.Select the cell that will contain the
formula. In our example, we'll select cell D3.
 Excel Formulas - Relative and Absolute Cell References
Enter the formula to calculate the desired value. In our example, we'll type
=(B3*C3)*$E$1.
Press Enter on your keyboard. The formula will calculate, and the result will display
in the cell.Locate the fill handle in the lower-right corner of the desired cell. In our
example, we'll locate the fill handle for cell D3.

Click, hold, and drag the fill handle over the cells you wish to fill, cells D4:D13 in our
example.Release the mouse. The formula will be copied to the selected cells with an
absolute reference, and the values will be calculated in each cell.
 Functions and Formulae

Formula is an expression that calculates values in a cell or in a range of cells. 8

For example, =A2+A2+A3+A4 is a formula that adds up the values in cells A2

through A4.

Some formulae:

● SUM
● AVERAGE
● COUNT
● COUNTA
● IF
● TRIM
● MAX & MIN
 Functions and Formulae

Function is a predefined formula that already available in Excel.

Some functions:

● Len ()
● Find ()
● Replace()
● Upper()
● Lower()
● Concatenate ()
 Conditional Formatting

Conditional formatting is a highly effective way to highlight important

information and trends in the data. Using conditional formatting, you can
highlight cells in certain colours and shades depending on the cell's value.

For Example: Coloured all the cells in Age column whose age value is greater than 60
 Pivot Tables

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Pivot Tables are an extremely useful tool to aggregate such data without using
formulae.

Using Pivot Tables eases the analysis. To a large extent, it eliminates the need for
statistical formulae.

A pivot table is a table of statistics that summarizes the data of a more extensive
table (such as from a database, spreadsheet, or business intelligence program).
This summary might include sums, averages, or other statistics, which the pivot
table groups together in a meaningful way
 VLOOKUP Table

● When You want to work with two tables on that time VLOOKUP Table can 11

be helpful.

● VLOOKUP Table will be work only when two tables have common columns . If
there is no common column between two tables it will not work.

● It take Four arguments

a. LOOKUP_VALUE: Value to be found

b. TABLE_ARRAY: Table in which the LOOKUP_VALUE has to be
searched
c. COL_INDEX_RETURN: Index of the column that has to be returned
d. RANGE_LOOKUP: This is an optional parameter. However, in order to
ensure an exact match, always use False here
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Data Analysis in Excel

We are given the dataset containing FIFA 2019 players information. Let us try to analyse this dataset and
derive some insights.

Dataset: FIFA_2019_data

● What is the most preferred foot among footballers

● What are the top 2 positions played by the players
● Plot a graph to comment on the count of players on the basis of height. Find the average height of a
football player
● Top 5 countries with the highest participation in FIFA 2019
● Plot a graph to comment on the count of players on the basis of their age. What observations do you
make about it?
● Create a new sheet with information about the best players per each position with their age, club, and
nationality based on their overall scores
● Which football club have the most number of players with high overall scores
● Find the 15 youngest and 15 oldest players from the dataset
● Top 10 left footed footballers
● Club with the most number of English players
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Any Queries?

Thank You!